A Meeting Planner’s A Meeting Planner’s Guide to Catered Guide to Catered EventsEventsChapter TwoChapter Two

Meal FunctionsMeal Functions

Purpose of the meal Purpose of the meal functionfunction

satisfy hunger? satisfy hunger? create an image? create an image? social interaction and networking?social interaction and networking? showcase a person, product, and/or idea? showcase a person, product, and/or idea? present awards?present awards? honor dignitaries?honor dignitaries? refresh attendees and re-sharpen their attention? refresh attendees and re-sharpen their attention? provide a receptive audience to program speakers?provide a receptive audience to program speakers? keep people interested in other nonfood activities? keep people interested in other nonfood activities? increase attendance?increase attendance?

You must ensure that the You must ensure that the caterer understands your caterer understands your particular reason(s) so particular reason(s) so that the appropriate that the appropriate menu and production and menu and production and service plans can be service plans can be created. created.

Menu planningMenu planning

Meeting planners need to stay abreast of Meeting planners need to stay abreast of current food trends. current food trends.

Read trade journalsRead trade journals Special EventsSpecial Events Event SolutionsEvent Solutions CaterSourceCaterSource CateringCatering Association MeetingsAssociation Meetings Successful MeetingsSuccessful Meetings

TrendsTrends

Fresh, Seasonal FoodFresh, Seasonal Food Locally Grown FoodLocally Grown Food High Quality IngredientsHigh Quality Ingredients New, Unusual IngredientsNew, Unusual Ingredients Creative PresentationsCreative Presentations Excellent ServiceExcellent Service

DemographicsDemographics

Age, sex, ethnic backgrounds, socio-Age, sex, ethnic backgrounds, socio-economic levels, diet restrictions, where economic levels, diet restrictions, where the attendees come from, employment the attendees come from, employment and fraternal affiliations, and political and fraternal affiliations, and political leanings.leanings.

Can indicate the types of menu items that Can indicate the types of menu items that might be most acceptable to the group. might be most acceptable to the group.

Psychographics Psychographics

People’s life styles.People’s life styles. The way in which they perceive The way in which they perceive

themselves. themselves.

Politics Politics

Serving veal to animal-rights Serving veal to animal-rights organizations. organizations.

Beef raised on recently deforested Beef raised on recently deforested tropical rain forest land. tropical rain forest land.

Tuna from countries that use drift nets Tuna from countries that use drift nets that trap and kill dolphins and other sea that trap and kill dolphins and other sea life indiscriminately.life indiscriminately.

“ “Green” concerns. Green” concerns.

Meal RestrictionsMeal Restrictions

Find out about any meal restrictions as soon as Find out about any meal restrictions as soon as possible. possible.

Contact attendees to ask if any are vegetarian, Contact attendees to ask if any are vegetarian, keep kosher, avoid red meat, or have serious keep kosher, avoid red meat, or have serious food allergies. food allergies.

No need to plan meal around the dietary No need to plan meal around the dietary restrictions of a single person.restrictions of a single person. Be courteous; make sure that every person has Be courteous; make sure that every person has

food on the table that he or she can eat. food on the table that he or she can eat.

Three types of Three types of vegetarians vegetarians

Type one: will not eat red meat, but will eat Type one: will not eat red meat, but will eat chicken and/or fish.chicken and/or fish.

Type two: “lacto-ovo” will not eat anything that Type two: “lacto-ovo” will not eat anything that has to be killed but will eat byproducts (cheese, has to be killed but will eat byproducts (cheese, eggs, milk, etc.).eggs, milk, etc.).

Type three: “vegans” will not eat anything from Type three: “vegans” will not eat anything from any animal source, including honey, butter, any animal source, including honey, butter, dairy, marshmallows, and meat.dairy, marshmallows, and meat.

When in doubt, assume the guest is a vegan. When in doubt, assume the guest is a vegan.

Menu restrictionsMenu restrictions Some guests consume special diets for Some guests consume special diets for

religious or life-style reasons.religious or life-style reasons. Devout Moslems and Jews will not eat pork or Devout Moslems and Jews will not eat pork or

shellfish.shellfish. Orthodox Jews require kosher-prepared foods.Orthodox Jews require kosher-prepared foods. Some persons will not eat red meat or poultry, but Some persons will not eat red meat or poultry, but

will eat seafood.will eat seafood. Accommodating some ethnic/religious requirements Accommodating some ethnic/religious requirements

may create added expenses due to outside may create added expenses due to outside specialized personnel (e.g., a Rabbi to supervise specialized personnel (e.g., a Rabbi to supervise kosher preparations), acquiring special food items, kosher preparations), acquiring special food items, etc.etc.

KosherKosher

Kosher simply means clean.Kosher simply means clean. True kosher food must follow stringent rules True kosher food must follow stringent rules

and pass the approval of a "Mashgiach" who and pass the approval of a "Mashgiach" who does not have to be a Rabbi, but must be does not have to be a Rabbi, but must be authorized to give certification for Kashruth. authorized to give certification for Kashruth.

Kosher-style food may use traditional Jewish Kosher-style food may use traditional Jewish recipes, but does not necessarily follow the recipes, but does not necessarily follow the kosher rules. kosher rules.

If a group is coming from a previous If a group is coming from a previous function where heavy, filling hors function where heavy, filling hors d'oeuvres were served, the meal should d'oeuvres were served, the meal should be lighter.be lighter.

If guests are coming from a liquor-only If guests are coming from a liquor-only reception, then the meal could be reception, then the meal could be heavier. heavier.

Protein foods, such as seafood, lean Protein foods, such as seafood, lean beef, and skinless chicken, will keep beef, and skinless chicken, will keep guests alert.guests alert.

Carbohydrates, such as rice, bread, and Carbohydrates, such as rice, bread, and pasta, tend to relax guests and put them pasta, tend to relax guests and put them to sleep.to sleep.

Fats, such as butter, whipped cream, and Fats, such as butter, whipped cream, and heavy salad dressings, also tend to make heavy salad dressings, also tend to make guests sleepy, sluggish, and inattentive.guests sleepy, sluggish, and inattentive.

NutritionNutrition

Many attendees will appreciate it if you Many attendees will appreciate it if you provide alternatives, including some low-provide alternatives, including some low-fat, low-calorie, or high-protein meal fat, low-calorie, or high-protein meal options as well as a variety of low-options as well as a variety of low-carbohydrate foods.carbohydrate foods.

If a convention or meeting lasts three or If a convention or meeting lasts three or four days, or longer, you should try to four days, or longer, you should try to minimize the amount of UFOs minimize the amount of UFOs (unidentified fried objects), foods high in (unidentified fried objects), foods high in fats or carbs.fats or carbs.

Serve sauces and dressings on the side Serve sauces and dressings on the side so that guests can control their portion so that guests can control their portion sizes. sizes.

Hard to produce foodsHard to produce foods

Lobster, soufflé, rare roast beef, medium Lobster, soufflé, rare roast beef, medium rare tuna or salmon steak, and rare duck rare tuna or salmon steak, and rare duck breast are almost impossible to prepare breast are almost impossible to prepare and serve satisfactorily for more than a and serve satisfactorily for more than a handful of guests. handful of guests.

RepetitionRepetition

Do not repeat the same preparation, Do not repeat the same preparation, presentation, or product.presentation, or product.

If attendees will be at a hotel for several If attendees will be at a hotel for several days, and if they will be eating mostly days, and if they will be eating mostly catered meals, you must be careful not to catered meals, you must be careful not to repeat food items from meal to meal and repeat food items from meal to meal and from day to day. An exception might be from day to day. An exception might be the breakfast meal.the breakfast meal.

Easy to produce foodsEasy to produce foods

ChickenChicken BeefBeef

Holding timeHolding time Large pieces of food hold heat or cold longer than Large pieces of food hold heat or cold longer than

small pieces.small pieces. Solid meats hold temperature better than sliced meats.Solid meats hold temperature better than sliced meats. Lettuce wedges stay fresher and colder than tossed Lettuce wedges stay fresher and colder than tossed

salad.salad. Whole fruit and muffins stay fresher longer than sliced Whole fruit and muffins stay fresher longer than sliced

fruits or sliced cake.fruits or sliced cake. Whole vegetables hold better than julienne cuts. Whole vegetables hold better than julienne cuts. Cold foods stay cold longer than hot foods hold heat.Cold foods stay cold longer than hot foods hold heat. Cold foods stay cold longer if served on cold plates.Cold foods stay cold longer if served on cold plates. Hot foods stay hot longer if served on warm plates.Hot foods stay hot longer if served on warm plates.

Menu BalanceMenu Balance

FlavorsFlavors TexturesTextures ShapesShapes ColorsColors Temperatures Temperatures

PresentationPresentation

Take time to check how the plates will Take time to check how the plates will look before they leave the kitchen.look before they leave the kitchen.

Color, texture, shapes, and Color, texture, shapes, and arrangements should work well together arrangements should work well together and complement one another. and complement one another.

People eat first with their eyes.People eat first with their eyes.

Matching Food & WineMatching Food & Wine

Generally speaking, delicate, less-Generally speaking, delicate, less-flavorful foods should be served with flavorful foods should be served with white wines.white wines.

Red meats, pastas with meat and tomato Red meats, pastas with meat and tomato sauce, and other strong-flavored foods sauce, and other strong-flavored foods should be served with red wines. should be served with red wines.

Styles of ServiceStyles of Service

BuffetBuffet Attended Attended

Buffet/CafeteriaBuffet/Cafeteria Combination BuffetCombination Buffet Plated BuffetPlated Buffet Action StationsAction Stations ReceptionReception Butlered/Tray ServiceButlered/Tray Service

American/PlatedAmerican/Plated Family Style/EnglishFamily Style/English PresetPreset Cart FrenchCart French Banquet FrenchBanquet French RussianRussian Hand ServiceHand Service Waiter ParadeWaiter Parade The WaveThe Wave

BreakfastBreakfast

Speed and efficiency are extremely Speed and efficiency are extremely important. important.

Attendees will be going to business Attendees will be going to business meetings, seminars, or other events after meetings, seminars, or other events after the meal. the meal.

Breakfast that runs late can throw off the Breakfast that runs late can throw off the whole day's schedule. whole day's schedule.

BreakfastBreakfast

Many attendees will skip breakfast.Many attendees will skip breakfast. Some of do not eat breakfast normally.Some of do not eat breakfast normally. Some may prefer early-morning exercise Some may prefer early-morning exercise

workouts.workouts. Others may have been out late the night Others may have been out late the night

before and would rather sleep than eat.before and would rather sleep than eat.

BreakfastBreakfast

A buffet is the best type of service to A buffet is the best type of service to have for breakfast functions because it have for breakfast functions because it can accommodate very easily the early can accommodate very easily the early riser and the late arrival. riser and the late arrival.

Breakfast BuffetBreakfast Buffet

The traditional breakfast buffet includes The traditional breakfast buffet includes two or three types of breakfast meats, two or three types of breakfast meats, three to six varieties of pastries, two three to six varieties of pastries, two styles of eggs, one potato dish, and styles of eggs, one potato dish, and several selections of cereals, fresh fruits, several selections of cereals, fresh fruits, cold beverages, hot beverages, and cold beverages, hot beverages, and condiments.condiments.

Continental BreakfastContinental Breakfast

Continental breakfast buffet is more Continental breakfast buffet is more economical. economical.

The traditional continental breakfast The traditional continental breakfast includes coffee, tea, fruit juice, and some includes coffee, tea, fruit juice, and some type of bread.type of bread.

A deluxe version offers more varieties of A deluxe version offers more varieties of juices, breads, and pastries, as well as juices, breads, and pastries, as well as fresh fruits, yogurt, and cereals.fresh fruits, yogurt, and cereals.

Refreshment BreakRefreshment Break

Refreshment breaks provide liquid Refreshment breaks provide liquid repasts and possibly a snack.repasts and possibly a snack.

Attendees can stretch, visit the restroom, Attendees can stretch, visit the restroom, call the office, and, if necessary, move call the office, and, if necessary, move into another meeting room for the next into another meeting room for the next break-out session.break-out session.

LunchLunch

Similar to breakfast in that it is intended Similar to breakfast in that it is intended to provide a convenience to attendees to provide a convenience to attendees and to ensure that they will not roam and to ensure that they will not roam away and neglect the afternoon's away and neglect the afternoon's business activities.business activities.

If you serve a heavy meal, attendees will If you serve a heavy meal, attendees will most likely become drowsy and most likely become drowsy and inattentive later in the day. inattentive later in the day.

ReceptionReception

It is usually a pre-dinner function designed It is usually a pre-dinner function designed primarily to encourage people to networkprimarily to encourage people to network Food should be lighter.Food should be lighter.

Some receptions are not pre-dinner functions.Some receptions are not pre-dinner functions. Food should be heavier.Food should be heavier. Referred to as "walk and talks." Referred to as "walk and talks." Held during standard dinner hours and are intended Held during standard dinner hours and are intended

to take the place of dinner. to take the place of dinner.

Type of Reception Type of Eaters # Hors d’oeuvres per Person

2 hours or less with dinner following

Light 3–4 pieces

Moderate 5–7 pieces

Heavy 8+ pieces

2 hours or less with no dinner

Light 6–8 pieces

Moderate 10–12 pieces

Heavy 12+ pieces

2–3 hours with no dinner

Light 8–10 pieces

Moderate 10–12 pieces

Heavy 16+ pieces

Reception Reception

Items should be bite-size.Items should be bite-size. This allows attendees to sample a wide variety This allows attendees to sample a wide variety

of foods without wasting too much.of foods without wasting too much. Ensures that food will be easy to consume.Ensures that food will be easy to consume. Ease of consumption is important as attendees Ease of consumption is important as attendees

may have to balance plates, glassware, may have to balance plates, glassware, handbags, business cards, and even cell handbags, business cards, and even cell phones while moving around.phones while moving around.

DinnerDinner

Longer, more elaborate affair. Longer, more elaborate affair. Many dinners are part of a theme, Many dinners are part of a theme,

ceremony, or other type of major ceremony, or other type of major production where food service is only one production where food service is only one part of the event. part of the event.

Theme parties will promote dinner Theme parties will promote dinner attendance. attendance.

DinnerDinner

Meeting planners are usually more Meeting planners are usually more adventurous when booking a dinner adventurous when booking a dinner function because they usually have more function because they usually have more money and time to work with.money and time to work with.

Russian and French service styles are Russian and French service styles are more likely at dinner than at other meals. more likely at dinner than at other meals.